Senior Executive Assistant

tendersglobal.net

Job Description

The (Senior) Administrative Assistant provides executive assistance to Director of CFGA Department and interacts with an exceptionally diverse range of counterparts at senior levels, playing a pivotal role in supporting the good functioning and success of the Department.

Operating Network:
 

The successful candidate will report to the Director of CFGA Department and will work in close cooperation with the Heads of Division. He/she will also communicate with the offices of MC members, other Directorates and external contacts.
Accountabilities:
  • Assist the Department Head in all administrative tasks: screen and distribute incoming documents, correspondence, and e-mails, prepare responses and/or ensure appropriate follow -up,
  • Distribute and circulate information within the Department in order to assist the Department Head in the performance of his duties and keep Departmental staff informed.
  • Be responsible for scheduling of meetings and appointments on behalf of the Department Head. Monitor follow-up of management decisions. Interface with internal and external contacts.
  • Draft/finalize correspondence, meeting notes and other communications.
  • Prepare documents requiring Director’s approval and/or signature; monitor that deadlines are met and internal procedures are followed, liaise with other internal services and MC members.
  • Review for quality of presentation reports, correspondence and communications coming from the Department.
  • Coordinate with the secretariat teams of the Department and contribute to maintaining a good team spirit within these teams.
  • Provide guidance to Department staff on administrative/operational procedures; identify improvements and developments of existing methods and processes; organize and update the Director’s filing system both electronic and paper.
  • Follow up on approval processes for the Department and extract from Serapis reports on delivery on business objectives and others.
  • Contribute to the preparation of the Department’s budget and to its follow -up in coordination with the Budget Officer.
Qualifications:
  • Secondary level diploma, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration etc.) or secondary level diploma with equally qualified experience in a relevant field.
  • Minimum 5 years of relevant professional experience.
  • Excellent knowledge of standard computer tools (Word, Excel, Powerpoint).
  • Excellent knowledge of written and spoken English and a good command of French. Knowledge of other EU languages would be an advantage.

To help us track our recruitment effort, please indicate in your cover/motivation letter where (tendersglobal.net) you saw this internship posting.
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